HIM Specialist

OneOncology • Louisville, TN

1d

About The Position

The HIM Specialist supports high-quality patient care and operational excellence by ensuring accurate, timely, and secure handling of patient health records. The role contributes to provider readiness, regulatory compliance, and patient safety. Responsibilities include managing medical records, scanning and indexing documents in the electronic health record (EHR), preparing records before appointments, processing authorized record requests, and helping patients access records through the Patient Engagement Portal. The specialist also supports clinical and administrative staff, coordinates information flow with HIM colleagues, responds to inquiries, and participates in quality improvement, training, and other assigned projects.

Requirements

• High school diploma or equivalent (GED).
• Strong computer proficiency, including electronic health record (EHR) systems and Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Demonstrated ability to deliver exceptional customer service.
• Strong organizational skills and keen attention to detail.
• Ability to work productively and effectively in a fast-paced environment.
• Ability to lift 25 pounds.

Nice To Haves

• Two years of professional office experience preferred.
• Experience in medical records or a healthcare setting strongly preferred.

Responsibilities

• Maintain and manage patient medical records in compliance with state, federal, and organizational standards.
• Scan, import, and organize patient documents accurately in the electronic health record (EHR).
• Collect, prepare, and process paper documents for secure scanning and indexing.
• Prepare charts and gather essential records before patient appointments.
• Review daily reports to confirm record completeness and accuracy, identify missing documentation or follow-ups, and correct and resend failed outbound faxes as needed.
• Process authorized requests for health records in accordance with HIPAA, state laws, and organizational policies.
• Maintain patient confidentiality and privacy.
• Monitor and route incoming and outgoing faxes, ensuring timely delivery and follow-up on transmission issues.
• Assist patients with accessing their health records through the Patient Engagement Portal.
• Retrieve, scan, index, and file health information for clinical and administrative staff.
• Collaborate with HIM Specialists across the organization to support consistency, standardization, and timely information flow.
• Respond promptly to internal and external requests or inquiries using preferred communication methods.
• Provide customer service to providers, staff, patients, and external partners, and serve as a resource for questions about health records and HIM processes.
• Follow established HIM policies and procedures across clinic locations.
• Participate in departmental quality improvement initiatives and training activities.
• Contribute to additional HIM projects or tasks as assigned by leadership.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED